Minutes from Board of Directors Meeting, February 24, 2021, 10:00AM
Approved and posted to Marina website the Minutes from January Monthly Board Meeting held on January 26, 2021.
Financial Review
- Conducted 2020 Annual Assessment update
- Reviewed the Penalty for late or non-payment of Annual Assessments (per Declarations Section 6.5, pg 20-21)
- Currently still have three (3) delinquent Slip Owner Annual Assessments, with a total of 9 x Slips
- Called all three Slip Owners
- Sent a delinquent letter to one Slip Owner and assessed a 10% late fee IAW the BCMSOA Declarations on nine (9) slips still late.
- Reviewed the 2021 Marina Budget and Monthly spend plan
- Paid in full the Marina Franchise tax
- Turned in all necessary 2020 Marina tax documents for completion
- 2020 Marina Financial Audit due back May 2021 and available at Annual Meeting
- Interview new Bank for third Marina Capital Reserve account
- Reviewed the slip transactions for the month
- Process for new Slip Owners
- $300 fee to Association
- New email/letter packet
- Constant Contact addition
- Treasurer/Dockmaster database/file update
Previous Business
- Updated the Marina website and met with Delaware Digital on three outstanding website issues
- DNREC completed on-site inspection for completion of 2020-22 Marina O&M Plan. Still awaiting final approval and report from POC Julie Molina, Environment Scientist, DNREC Division of Water and Wetlands
- Updated Constant Contact list with new Slip Owners and Renter’s emails (continual)
- Updated the 2021 Marina Rules and Regulations; post to website, bulletin boards, and send copy in March annual mailing
- Renewed the Marina BoatUS Marina Discount
- Coop Group Application Renewal: GA85009B
- Nominating Committee provided candidate search list for Board vacancies. Nominating committee chair – Bill Hoyle
- Marina Website
- Still updating Governing Documents with Declaration Amendments on website
- Selling first right of refusal
- Marina Board positions
- Still updating Governing Documents with Declaration Amendments on website
Maintenance work
- Completed:
- Repaired Gate 1 lockset; lock was frozen and required re-greasing.
- Replaced batteries in both Men’s and Women’s Restroom locksets
- New and Ongoing:
- Discussed Dock Repairs; walk-thru meeting scheduled with Apple Marine Construction on Saturday, February 27, 10:30AM (George Apple)
- Repair dock under-bracing between G and H dock
- Replace two damaged pile cap covers on G or H-dock; Apple Marine Construction will replace
- Repair and fill Dock holes with cement compound; Apple Marine Construction will fill
- Check/repair H Dock white light (stays on during daylight hours); Board member will check and replace photo sensor
- Replace burnt out dock pedestal bulbs/light sensors; ongoing by Dockmaster upon his return in March/April)
- Install new Panel Box overhead roof assembly over Gate 1; scheduled for March and completed by Board
- Adjust Gate 1 door so that it closes properly; Board member will trouble-shoot and repair
New Business
- Election Committee Chair presented three (3) Candidates to the Board for the 2021 Marina Election; Board approved the three Candidates and they will formulate a bio for the 2021 Marina Election in May
- Discussed preparation and mailing of the Annual Meeting and Election Voting ballot mailings
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- Voting ballots and envelopes (Update Slip Owner data base)
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- Reviewed Marina Monthly activity task list for March and April; no outstanding due-outs
- Send out Constant Contact email to all Slip Owners for the purchase of new Dock Boxes; send in March
- Send out Constant Contact Welcome email for 2021 Boating Season to all Slip Owners and Slip Renters; send in March
- Continue updating new Slip Owner and Slip Renter information sheets
- Treasurer – add to master data base file
- Secretary – add to Constant Contact email distribution list
- Dockmaster –
- Slip Owner folder and data base file
- Slip Renter data base file
- Update Marina display board
- File new Data Contact Sheets for Slip Owners and Renters
- File new $300K Insurance policies
- File new Boat Registration cards
- Discussed the Marina liability insurance discussion
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- Pratt Insurance, Kevin Malloy
- Produce one slide on insurance coverage for Annual Meeting
- Schedule for April Board meeting an insurance review with Agent Kevin Malloy
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- Discussed taking water depth readings in channel of Marina to determine actual depth of water during low tide and when next potential dredging needs to occur
- Reviewed new Slip Owner’s request
- Reviewed Bay Colony Community Lot L-22 update
- Approved having Dockmaster Tom returning mid-March to begin Marina office work; President and Vice President to review with Dockmaster 2021 duties
Future Business
- Marina Dredging Permitting process with DNREC and USACE
- Previous Marina dredging conducted December 1-31, 2017, $100K
- Marina Replacement proposals
- Capital Improvement Loan Information
- Marina Grants
Next Monthly Board Meeting: Tuesday, April 6, 10:00AM (Marina Office)
Mid-March Board gathering to complete March Marina mailing of President’s letter, candidate’s bio, voting ballot, 2021 Budget insert, 2021 Rules and Regulations insert (Marina Office)